Administrative Coordinator I

Position Summary: The Administrative Coordinator I serves as a first point of contact for clients, volunteers, visitors, and staff while providing administrative and operational support for the admin team. This position supports front office operations, departmental administrative needs, and meeting logistics, helping maintain an organized, efficient, and welcoming office environment.

Key Responsibilities

Front Office & Reception

• Greets and assists all visitors who enter the building and directs them to appropriate resources, staff members, or departments.
• Answers incoming phone calls and routes callers to the appropriate recipients.
• Ensures regular messaging updates are recorded on the Interactive Voice Response (IVR).
• Receives cash and food donations and provides receipts as needed.
• Maintains building security by following visitor procedures, monitoring the visitor log, and issuing visitor badges.
• Manages, cleans, and organizes the front desk and reception area.
• Collects incoming mail, secures it until processing, and distributes mail to staff mailboxes.
  
  

Office Administration

• Provides administrative support to departments and organizational teams as assigned.
• Maintains office coffee logs.
• Distributes office supplies to staff and monitors office supply inventory.
• Stocks and maintains conference rooms, copy rooms, lounges, and printer paper supplies.
• Creates and maintains office nameplates and signage.
• Manages the organizations lost and found
• Designs, creates, and maintains labels for organizational projects- file and mailbox labels, supply and inventory labels, event and meeting materials, and other signage as needed.
  
  

Meeting & Event Coordination

• Supports internal and external meeting planning and logistics.
• Assists with meeting setup, including coffee, snacks, supplies, and room preparation.
• Coordinates food delivery and catering services for meetings and events.
• Makes reservations for external meeting venues.
  
  

Board Support

• Procures snacks and refreshments for Board meetings.
• Assembles Board meeting binders and related materials. Participates in teams and organization-wide meetings by providing updates on assigned responsibilities and identifying opportunities for continuous improvement.
  
  

Other Duties

• Perform other duties as assigned.
  
  

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the staff member for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Qualifications

Minimum Qualifications

• High school diploma or equivalent.
• One (1) year of experience in a fast-paced, complex wrk environment demonstrating organizational and follow through skills.
• Bilingual in English and Spanish
• Proficiency with Microsoft Office Suite, Office 365, and aptitude to learn other software platforms.
• Valid Arizona Driver’s License with a clean driving record; ability to travel to CFB locations.
  
  

Preferred Qualifications

• Two (2) years of experience in a fast paced, complex work environment demonstrating organizational and follow through skills.
  
  

Knowledge, Skills, & Abilities

• Knowledge of front desk and general office administration practices and procedures.
• Skills in greeting and assisting visitors, answering and routing phone calls, and using an Interactive Voice Response (IVR) or similar messaging system.
• Skills in operating standard office equipment (copiers, printers, postage/mail equipment) and maintaining related supplies.
• Skills in securely handling and receiving cash and food donations.
• Skills in maintaining records, logs, and inventory – visitor logs, supply inventory, mail distribution – with accuracy and follow-through.
• Skills in producing labels, nameplates, and signage, using standard office software.
• Proficiency with Microsoft Office Suite and Office 365, with aptitude to learn other platforms.
• Strong customer service, communication, and listening skills.
• Effective time management and organizational skills; ability to manage competing priorities in a fast-paced environment.
• Ability to work with people from diverse economic, social, and political backgrounds.
  
  

Equivalent combination of education and experience may be considered if applicable and must be directly related to the functions and body of knowledge required to successfully perform the job.

Physical Requirements

• Medium Work - ability to exert 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.